Medical University of South Carolina University Records Center User Guide

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1 Medical University of South Carolina University Records Center User Guide

2 University Records Center User Guide Contents Overview... 2 Record Storage Facilities... 2 About Records Management... 2 MUSC and Entity Record Management Responsibilities... 3 Records Center Storage... 4 Record Retrieval... 5 Record Destruction... 5 Billing and Payment... 6 Exhibits:... 7 URC Guide May 2014 Page 1

3 University Records Center User Guide Overview This guide is designed to facilitate the appropriate management and official guidelines for record management, storage and destruction by all areas of the Medical University of South Carolina (MUSC) and respective entities. Record Storage Facilities The University Records Center (Records Center) is the principle record storage facility for MUSC and its entities located at 4295 Arco Lane, North Charleston, SC The facility is equipped with systems for fire detection and suppression, monitored security, and year round temperature control. The center consists of wall to wall and floor to ceiling shelving, which is configured to hold standard storage boxes (12 Lx10 Wx15 H) and X Rays boxes(15 ¾ Lx 5 ¼ Wx19 ¾ H). Because the storage of inactive records carry the inherent risk of loss of control and accountability, the Records Center uses Total Recall, a records management software product to manage the interaction between the receipt and scheduled expiration of agency records stored at the Records Center. About Records Management The Records Center assists in the compliance with SC code Ann regarding records management. Its primary function is to serve as a primary repository to store inactive records. The center provides administrative services for reviewing and consulting with its customers on the establishment of record retention schedules IAW with the S.C. Department of Archives and History requirements. In addition, the Records Center reviews, approves all requests for destruction of records, and maintains official record copies of forms, notices and requests related to agency records and as a tertiary function, provides document scanning to compact disks. For additional information, refer to the S.C. Department of Archives and History for the respective records retention schedules. Medical Record Retention: General Records Retention Schedules for State Agencies: General Records retention schedule for state Colleges & Universities: The schedules referenced above apply only to the records of the type government for URC Guide May 2014 Page 2

4 University Records Center User Guide which they were approved by the S.C. General Assembly. Before using the general schedules, please review the information on the proper use and carefully note to whom or to what type records the respective schedule(s) applies. If you have questions about the general schedules or procedures, contact the University Records Center at MUSC and Entity Record Management Responsibilities All colleges, departments and units of the Medical University of South and its entities are responsible for the daily administration and overall management of records in their respective office(s) and establishing general and/or specific record retention schedules as they apply. Assistance will be provided by the University Records Center, MUSC Records Officer, and the S.C. Department of Archives and History in creating record retention schedules for their area(s) of responsibility. Departments of record origination are responsible for establishing and revising general and specific record retention schedules. In order to meet these guidelines addition MUSC departments should follow the following procedures are required below ensuring efficient management of agency records. 1. Inventory all files on an annual basis to determine which documents may be disposed of under the respective record retention schedule(s). 2. Forward a list of records identified to University Records Center for official disposition of expired records. 3. Ensure all records scheduled for transfer to the University Record Center have a record retention schedule for storage. 4. Provide written requests to University Records Center authorizing the destruction of stored records. 5. Coordinate with the University Records Center on the management, retention, and destruction of intra office records that are not maintained by the University Records Center. URC Guide May 2014 Page 3

5 Records Center Storage University Records Center User Guide To request storage, a label must be placed on the side of the record boxes, unless the area is using a box that imprinted with a preprinted label: (see exhibit 1). The label must contain the following information: 1. Department name 2. Box number 3. Contact name and phone number 4. The records date and the destruction date 5. Box contents 6. Each box must contain an index sheet identifying the contents in the box. Example: (See Exhibit 6) A Records Center Service Request Form (See exhibit 2) to have records picked up. The form must be completed and faxed to for the records to be retrieved. The appropriate forms are available at Record boxes are inventoried and sequenced with existing inventory. Boxes (not individual records) are entered into the Total Recall database using the department s box numbering system from the Inventory Log Sheet. Total Recall System assigns each box a TR number for reference, a storage location, and a barcode for tracking purposes. The destruction date provided on the Inventory Log Sheet is entered for tracking and disposal purposes. To complete the process, the Records Center will provide a customer inventory report (See Attachment 3) identifying all records currently in storage inventory. Note: University Record Center forms can be filled out and submitted online directly from the URC website at: URC Guide May 2014 Page 4

6 University Records Center User Guide Record Retrieval Records stored at the Records Center remain under the control of the depositing area. A unique access code is provided to individuals chosen by the area's management. To have a record or record box retrieved a Request for Sensitive Information Form (See attachment 4) must be submitted. The form requires a request date, first and last name of the patient, MRN /File #, and a box number. Records are delivered during normal business hours on Monday, Wednesday, and Friday, unless these days fall during observance of a state holiday. If immediate delivery is required, notify the Records Center Manager for assistance at or use the after business hours contact number Record Destruction The MUSC Records Center administers confidential document destruction as requested by MUSC and its entities. Exhibit 7 Record disposal process flowchart is provided to assist departments make decision in regards to record retention and record destruction. While the Records Center does track document destruction dates, final destruction authorization must be obtained from the record owner. The destruction process begins when a department submits an Authorization for Destruction Form to the University Records Center (See Attachment 5). A completed and signed destruction form must be completed with the authorized approval signature, record title, inclusive dates, box number and respective area s UDAK number. The Records Center will validate box numbers and destruction date from the Total Recall System submitted during the storage process. After verification is made, record boxes will retrieved from storage and the contents emptied into recycling bins. After the disposed records have been shredded by University Recycling, a destruction certificate will be signed by the recycling staff member and the Records Center supervisor. The Records Center will file the destruction certificate and forward to the respective area an updated list of records in storage with respective expiration dates. URC Guide May 2014 Page 5

7 Billing and Payment University Records Center User Guide The Records Center is a service cost recovery operation. Therefore, charges for storage, supplies and services apply using cost accounting standards established by the office of Grants and Contracts Accounting. An area subscribing to the services of the Records Center agrees to allow monthly storage charges be paid from the cost center s UDAK by Smart Stream journal entry. Billing includes storage, retrieval/refiles and recycling cost if applicable. Customers have access to record storage and records related charges from the Business Services web statements located at: An MUSC username and password is required. Below is the Rate Schedule below for FY2014. University Records Center Official State holidays Schedule The University Records Center is managed under the Executive Vice President for Finance and Operations. The daily operation is from 7:30 a.m. to 4:00 p.m. Monday Fridays, with the exception of state observed holidays. Different holidays may apply to MUHA, MUSC Physicians and other MUSC entities. On state observed holidays, a request for records from MUHA or other entities may be required and available by contacting the on call Records Center representative at The Record Center staff will respond appropriately to the emergency needs of the MUSC community. University Records Rate Schedule Cost Category Records Stored in Boxes (Standard one cubic ft. box (10x12x15) Record Retrieval Record Return to storage (Refiling) Records Delivery during Normal business hours Record Destruction Emergency Records Delivery (Non business hours only) Document Scanning to Compact Disk (CD) Fee.74 per box (billed monthly) 8.35 per record box 5.57 per record box No Charge No Charge (hourly & retrieval cost).07 Per Image (included document prep) URC Guide May 2014 Page 6

8 University Records Center User Guide Exhibits: Exhibit 1: Record Center Box Label Exhibit 2: Service Request Form Exhibit 3: Customer Inventory Report Exhibit 4: Request for Sensitive Information Form Exhibit 5: Authorization for Destruction Form Exhibit 6: Customer Inventory Log Sheet Exhibit 7: Records Disposal Process URC Guide May 2014 Page 7

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15 EXHIBIT 7 MUSC Records disposal Process 1. Review Records to determine if the need to be destroyed 2. Is records listed on a general schedule? 3. If no Is records listed on a specific record schedule? 4. If No contact University Records Center for specific instruction on records management procedures 5. If Yes has records retention period expired? 6. If no maintain records until period expires 7. If Yes Is records retention permanent or has MUSC historical significance? 8. If No Records can be destroyed. Notify University Records Center for further direction 9. If Yes Notify University Archives at Once you have selected records for destruction. Review retention schedules Are the records on any general or specific retention schedule? NO Contact University Records Center for instructions on how to proceed YES Has retention period expired? NO Maintain records until retention period expires. If retention is permanent, contact URC for transfer to University archives. YES Complete Authorization to Destroy Records form. Contact URC for assistance if needed.